A scan workflow is the central configuration unit for document capture in OptimiDoc Server. It defines the complete journey of a scanned document — how it is captured, what metadata is collected, how it is processed (image clean-up, document separation and OCR), what file format is produced and where the result is delivered. Workflows are built in a full-page, tabbed editor and appear as ready-to-use buttons on the MFP device panel and in the web and mobile scanning clients.
Screenshot: Scan Workflows list view
Overview
Scan workflows (also referred to internally as scan flows, and in earlier releases as scan templates) are created and managed in the web administration under Scanning > Scan Workflows. Each workflow is a self-contained recipe that answers five questions:
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What is captured — the input source and, for device scans, resolution, colour mode, duplex and media size.
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Who can use it — group-based access rights.
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What metadata is collected — scan parameters prompted at capture time.
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How it is processed — image enhancements, document separation and OCR.
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Where the output goes — a primary destination plus optional additional destinations, with a chosen file format and filename pattern.
A user never sees this complexity: they authenticate at the device, tap the workflow button, adjust any parameters the administrator left editable, and press start. Everything else is applied automatically from the workflow definition.
The Scan Workflow Editor
Creating or editing a workflow opens a full-page editor organised into tabs. A single Save button in the page header commits the whole workflow. Two tabs appear only when they are relevant to the chosen output format: PDF Settings is shown for PDF formats that carry an OCR text layer, and OCR Zones is shown for any format that runs OCR. This keeps the editor focused on the options that actually apply.
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Tab |
Description |
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Workflow name, description, panel icon (with separate light/dark variants) and the enabled/disabled state. |
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Group-based visibility — available to everyone (optionally excluding groups) or restricted to selected groups. |
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Flow type (MFP, Hot Folder, Web, Mobile, Email) and the input settings for that type — MFP scan settings with per-setting lock toggles, hot folder path and levels, or e-mail mailbox connection. |
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Scan parameters attached from the parameter library, with per-workflow default value and editability overrides, arranged by drag-and-drop. |
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Filename pattern, output file format, metadata sidecar format, and the primary plus additional destinations with delivery conditions. |
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PDF metadata, compression (MRC, PDF Reducer, Fast Web View, image quality), encryption, digital signature with timestamping, and watermarks. Shown for searchable PDF formats only. |
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Image enhancements, document separation modes, and OCR settings (languages, recognition mode, blank-page handling). Labelled Processing in the editor. |
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Visual editor for extraction zones (text, barcode, handwriting), document-separator zones and redaction areas. Shown for OCR formats only. |
Flow Types
The flow type chosen on the Input Options tab determines where documents enter the workflow. MFP is the classic walk-up device scan; the remaining types let OptimiDoc ingest documents automatically or from other clients.
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Flow Type |
Description |
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MFP |
Walk-up scanning from a multifunction device panel. Scan settings (resolution, colour, duplex, media size) can be preset and individually locked so users cannot change them. |
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Hot Folder |
A monitored server folder — files dropped in are processed automatically. Subfolder levels can carry metadata (for example user login or contract type). |
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Web |
Upload through the OptimiDoc web client (the Submit Document widget). |
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Mobile |
Capture from the OptimiDoc mobile application. |
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A monitored mailbox (IMAP or POP3) — inbound messages and their attachments are processed. Supports Login & password or OAuth 2.0 (Google / Microsoft 365). |
MFP is licensed separately from the automated input types. Hot Folder, Email, Web and Mobile workflows are counted together against the licence's other inputs allowance; when that allowance is reached, the editor warns you and blocks saving a further non-MFP workflow until you disable one or switch it to MFP.
Managing Scan Workflows
The workflow list is the launch point for all workflow management. From the list you can:
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Create a workflow with the primary button; the adjacent caret opens a menu for Filter by type, Reorder and Import.
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Search by name and filter by flow type (MFP, Web, Mobile, HotFolder).
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Enable or disable a workflow inline with its toggle — no need to open the editor.
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Reorder workflows by drag-and-drop. The saved order is the display order on the device panel, so the most-used workflows can be placed first.
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Duplicate a workflow as the starting point for a similar one.
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Select multiple workflows with the row checkboxes to bulk delete or bulk export them from the floating action bar.
Import and export
Workflows can be exported to JSON — individually from the row menu, or several at once via bulk export — and moved between OptimiDoc servers. The Import dialog accepts multiple JSON files by drag-and-drop or file picker and uploads them one after another with progress. Imported workflows always arrive disabled, so you can review and adjust each one before making it available to users.
Licensing and Capability Gating
The editor adapts to the active licence so administrators only see options they can actually use:
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Non-MFP inputs (Hot Folder, Email, Web, Mobile) consume the other inputs licence allowance described above.
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ABBYY OCR output formats (searchable Office formats, ABBYY PDF/A and compact PDF) appear only when the ABBYY OCR feature is licensed. The OptimiDoc OCR engine formats are always available.
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Handwriting (ICR) zones in the OCR Zones editor require the ABBYY ICR add-on; without it the Handwritten zone type is disabled.
In Summary
A scan workflow packages capture, processing and delivery into a single button that users can run without training. Administrators build workflows in a tabbed editor, control who sees them with group-based access rights, order them for the device panel, and move them between servers with JSON import/export. Because the editor reveals only the tabs and formats the licence permits, the same interface scales from a simple "scan to my folder" button to a fully automated, OCR-driven capture pipeline with barcode separation and data extraction.
Related Articles
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Scan Destinations Overview — available destination types for scan output.
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Scan Parameters Reference — reusable parameter definitions for scan metadata.
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Scanning — how a scan travels end-to-end, from panel to delivery.